Digital Camera Policy

Introduction

Researchers are encouraged to use cameras in the
Maryland Room to create research copies from Special Collections material for
personal reference use ONLY. Flatbed and/or personal scanners
are NOT PERMITTED in the Maryland Room.

Cameras

are more gentle on collection materials than photocopying or scanning;

save time and eliminate duplication costs;

save paper and photocopy toner to reduce the University Libraries’
environmental impact;

allow the University Libraries to deliver collection materials in an
up-to-date format;

Digital Copies

Digital copies are equivalent to paper copies in the eyes of U.S. copyright
law (Title 17, United States Code).

Researchers must agree to use digital copies for study, teaching, and
research purposes ONLY in compliance with copyright law.

Rules and Procedures

Permission

Researchers are permitted to photograph special collections holdings, but
access to certain collections may be delayed due to the need to screen
unprocessed collections for materials that may need to be restricted due to
privacy constraints (social security numbers, personnel files, etc.).

Researchers should contact the Maryland Room PRIOR TO THEIR
VISIT to ascertain whether or not the materials they wish to see will
require screening.

If the materials being used are protected by copyright, the use of
photographs is for personal research ONLY. The patron is
ALWAYS responsible for contacting the appropriate rights
holders PRIOR to using any such photographs for publication.
The Maryland Room will not be held responsible if patrons violate a rights
holder’s copyright.

A curator or other Maryland Room staff member may refuse to allow
researchers to photograph original materials or limit the quantity of digital
copies to be created. Reasons may include: fragility of materials; damage to
materials; oversize or otherwise cumbersome materials; donor restrictions; or
patron misuse.

Forms

Researchers may also use the
Duplication
Form to list each item or folder they are reproducing for their records.
This information will not be retained in the Maryland Room.

Equipment

Researchers must request permission to use a tripod or other specialized
equipment.

Flatbed and/or personal scanners are not permitted in the Maryland Room.
Scanners are more damaging to documents than cameras due to handling and light
exposure. They are also disruptive to other patrons in the reading room.

Photography Rules

Photography MUST NOT disturb other researchers or staff in
the reading room. All audio functions on digital cameras must be turned off, and
users may not photograph other patrons, staff, or the reading room.

Flash photography is NOT PERMITTED. Flash photography is a
distraction to others in the reading room and may be harmful to materials.

Researchers using cameras must sit at a designated table close to the
reading room reference desk. An exception may be made if the material to be
photographed is especially large.

Library materials may not be placed on the floor, and standing on tables and
chairs or rearranging furniture is not permitted.

Materials Handling

Materials may not be physically manipulated in order to achieve a better
image.

Researchers may not press down on materials or bindings. Weight bags are
available to hold down pages in some instances.

Manuscript materials must always be flat on the table and not held up in the
air.

Loose materials must remain in their folder and in order at all times.

Materials must be photographed one folder at a time.

Bound volumes should not be laid flat. Book cradles will be provided upon
request.

Pages should never be folded, fasteners should never be removed, and
materials should not be removed from sleeves, mattes, etc.

Researchers should ask staff for assistance if needed.

Limits

If camera use is not permitted for certain materials, library staff may
provide digitization services for standard fees.

The University Libraries reserve the right to deny permission to photograph
any collection materials at its discretion.

Citations

Researchers are solely responsible for properly recording complete citations
for their copies. The Maryland Room can provide forms that will assist patrons
in tracking what they have photographed.

Publication

If researchers wish to publish copies in any way for materials protected
under copyright, including on the web or in print, they must obtain the
permission of the copyright holder. If the copyright holder is the University of
Maryland, the researcher must submit a
Permission
to Publish Form. There may also be standard use fees associated with
publishing images.

It is highly recommended that researchers request a high-resolution copy for
publication.

Researchers agree to include the following information in a citation for any
copies that are published: a copyright notice (if the copyright holder is
known); acknowledgment of the author, photographer, or artist, if applicable;
the title of the collection; and the credit line, "Special Collections,
University of Maryland Libraries."

For Example: May Queen 1969; copyright University of Maryland, Michael
Parker, photographer, Adele Stamp papers; Special Collections, University of
Maryland Libraries.

More information, such as series number, box number, and folder title may be
required for footnotes and endnotes.

Revoking Privileges

Researchers must handle all materials properly
and follow all reading room rules and procedures.

If a researcher is
handling materials in a way that is potentially damaging, or not following the
reading room rules and procedures, a researcher's personal camera privileges or
other reading room privileges may be revoked.